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Travel Info for School of Math and Stats

Information to assist you in submitting travel

As a first-time traveler,  you need to update your profile in Concur (ASU travel system).

Faculty and graduate students using faculty funding: follow these steps for all travel requests

  1. All travel must be pre-approved by SoMSS and in Concur before travel begins. Travel without prior approval may not be reimbursed.

  2. Obtain Travel Approval from our school director, Al Boggess, at least two weeks in advance of travel, by emailing the following information to Melanie Smock.

    • the dates and destination of travel
    • who will be covering your classes
    • what funding will be used, including account numberand amount you plan to spend.
      • Faculty must use grant funding, IIA accounts or start-up funds before any SOMSS funds can be used.
      • Grad students using advisor’s funds – please also submit an email from your advisor with written approval of the amount you are requesting.
      • Please note that account numbers changed on July 1, 2018 with the new WorkDay system. If you have questions about your account numbers, please email Erin Stephens, Beth Fiacco, or Kristen Bulatovic.
    • a detailed justification (regardless of funding source, including trips in which SOMSS/ASU has no financial responsibility).  Justification templates are provided for your convenience.

  3. Once you receive email notification from Melanie that your travel request has been approved, go to Concur and build your trip request. Attach this approval email into your trip request for processing and add Beth Fiacco as the Cost Center Manager.

For domestic travel

Prior to travel -  review ASU Travel instructions/training in order to create your trip request 

  • as you build your trip request (prior to travel), be sure to include your best estimate of ALL trip expenses. The estimated expenses you enter should include all categories for which you have received budget approval. The goal is for your estimated expenses (prior to travel) to match up with your actual expenses (after travel) as closely as possible.
  • upload a conference brochure into your trip request
  • upload proof of conference hotel from conference website (if applicable)
  • upload approval email from Melanie Smock
  • add Beth Fiacco as signer (Fiacco, Beth)

After return from travel - review ASU travel instructions/training for creating your expense report

  • upload all receipts (this is a paperless system) into your expense report
    (airfare receipt should show full itinerary details including dates and times of flights, destinations and payment)
  • upload conference brochure (again) into your expense report
  • add Beth Fiacco as signer (Fiacco, Beth)

For foreign travel

Follow the instructions for domestic travel above

In addition, if using funding from a federally funded grant, you must comply with the Fly America Act, using a US flagship carrier departing from and entering into the US.

If using a non-US carrier, review the Exceptions to the Fly America Act and submit a "Certification of Exception to Fly America Act"

Request all receipts in English, if possible.  Otherwise, explain charges in English before uploading into your expense report.

For faculty funding student travel

When students are traveling on funding from faculty accounts, the students must follow the same procedures as faculty – starting with emailing school director Al Boggess' assistant, Melanie Smock, for approval.

Students should be mentored by their advisors in the travel procedures and requirements above (prior approval, proper justification, etc.)

For graduate students requesting school travel awards

Find detailed information on how to apply for School of Mathematical and Statistical Sciences (SoMSS) graduate student travel awards.

 

TRIPS (Travel of Research Investigators to Potential Sponsors: TRIPS provides funding for faculty to meet with potential sponsors of funding agencies. Faculty who have a proposed project or program of substantial nature, preferably multi-year, may apply for one TRIPS per fiscal year. For more information, visit https://funding.asu.edu/opportunities/travel-research-investigators-potential-sponsors-trips-0.